Residents' meeting shopping list

A residents' meeting needs more than coffee and chairs. Plan drinks, simple food, serving items, name badges and the equipment people need to follow the agenda and vote. This list helps you check what must be bought, borrowed or brought to the venue before setup begins. Count registered attendees first, then add a small buffer for refreshments and disposable supplies.

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What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 8
Chairsqty 50
Buffet tablesqty 3
Clothes racksqty 2

Tableware

Coffee cupsqty 50
Glassesqty 60
Platesqty 60
Cutlery setsqty 60
Serving plattersqty 10
Small bowlsqty 12

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 8

Equipment

Laptop
Projector
Projection screen
Portable speaker
Extension cordsqty 3
Power stripsqty 3
Flip chart
Flip chart sheetsqty 2
Markersqty 12

Decorations

Name badgesqty 50
Tablecloth rollsqty 4
Flower arrangementsqty 4

Lighting

LED lampsqty 4

Cleaning

Waste binsqty 4

Catering

Groceries
- Coffee - 2 packs
- Decaf coffee - 1 pack
- Black tea - 2 boxes
- Herbal tea - 1 box
- Semi-skimmed milk - 6 liters
- Oat milk - 3 liters
- Sugar - 1 kilo
- Mints - 1 box
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Spa Blauw - 8 bottles
- Sparkling mineral water - 4 bottles
- Apple juice - 3 packs
- Orange juice - 3 cartons
- Lemons - 8 pieces
- Butter - 4 tubs
- Baguettes - 12 pieces
- Wholemeal bread - 6 loaves
- Bread rolls - 60 pieces
- Young cheese - 3 kilos
- Aged cheese - 2 kilo
- Back ham - 2 kilos
- Smoked chicken breast - 1,5 kilo
- Hummus - 8 tubs
- Cream cheese - 6 tubs
- Egg salad - 4 tubs
- Cucumbers - 8 pieces
- Tomatoes - 3 kilos
- Bell peppers - 12 pieces
- Carrots - 2 kilo
- Mixed lettuce - 12 bags
- Cherry tomatoes - 2 kilos
- Corn - 6 cans
- Olives - 4 jars
- Salad Dressing - 4 Bottles
- Mayonnaise - 2 bottles
- Mustard - 2 bottles
- Ketchup - 2 bottles
- Paprika chips - 5 bags
- Plain chips - 5 bags
- Salted peanuts - 4 bags
- Mixed nuts - 4 bags
- Cookies - 8 packs
- Sirup waffles - 6 packs
- Apples - 40 pieces
- Bananas - 30 pieces
- Grapes - 4 kilos
- Vegetarian spreads - 6 tubs
- Gluten-free rolls - 8 pieces
- Lactose-free cheese - 500 grams
- Paper napkins - 200 pieces
- Disposable teaspoons - 100 pieces
- Coffee filters - 1 pack
- Cling film - 1 roll
- Aluminum foil - 1 roll
- Paper towels - 6 rolls
- Trash bags - 2 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Toilet paper - 24 rolls
- Hand soap - 3 bottles
- Paper towels - 4 packs

Tips

Plan around two to three drinks per person for the first hour, then one drink per person for each additional hour. Include coffee, tea and water, and chill bottled or canned drinks before the doors open.
For a meeting with snacks, allow one small savoury or sweet portion per person, plus 10% extra. For a longer evening meeting, prepare roughly one sandwich or bread serving per attendee and add salads only after checking dietary requirements.
Count tableware against the registration list: one cup, glass, plate and cutlery set per person, with at least 10% spare. Bring serving platters, small bowls and serving spoons so food is not left in shopping containers.
Prepare one name badge for every attendee and keep 5–10 blank badges at the information table for late registrations or spelling corrections. Pack markers with the badges instead of assuming the venue has them.
Check presentation and voting supplies at least one day beforehand. Test the laptop, projector, speaker, extension cords and power strips together, and pack spare flip-chart sheets and markers for questions or amendments.

Frequently asked questions

How much food do I need for a residents' meeting?: For light refreshments, plan one snack portion per person and add 10% extra. If the meeting covers a meal period, allow one bread or sandwich serving per attendee, then adjust for dietary requirements.
How many drinks should I buy for a residents' meeting?: Buy two to three drinks per person for the first hour and one additional drink per person for every later hour. Add about 10% extra if attendance is uncertain or the meeting takes place in warm weather.
What tableware is needed for a residents' meeting?: Provide one coffee cup, glass, plate and cutlery set per attendee, plus at least 10% spare. Add serving platters, small bowls, serving spoons and enough thermos flasks or kettles for the planned coffee and tea service.
When should I prepare the shopping for a residents' meeting?: Check the final participant list and dietary requirements at least 48 hours before the meeting. Do the main shopping the day before, then chill drinks and pack presentation, voting and name-badge supplies before opening the venue.

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